Establish verified standards for all your university's conferences.
If every department uses its own tool, you end up with as many data protection, procurement, and accounting standards as you have conferences. With Converia, you set up data protection, framework agreements, invoicing, and access rights just once. Whatever is approved by your data protection office, procurement, and finance department applies to every event in the system.
Every conference has to go through data protection, procurement, and the finance department – starting from scratch every single time.
If you are responsible for data protection, procurement, or finance at a university, you are familiar with these situations:
Data protection remains a case-by-case assessment
Every new tool must be reviewed separately by the data protection office. At every meeting, questions about server location, data processing agreements, and deletion periods start all over again—all while there is no clear overview of which personal data is stored in which system.
Procurement starts from scratch
Every new tool requires its own approval, its own contract, and a new procurement review. Without an institution-wide framework agreement, every conference goes through the same procurement process from scratch – as if it were the first time.
Every conference bills differently
Some conferences generate invoices manually, while others use tools that do not correctly display tax information. The finance department receives various formats and must rework every document before it can be imported into the accounting software in compliance with VAT regulations.
As long as every conference sets its own standard, the institution bears the risk – regarding data protection, procurement, and accounting. That is exactly where Converia comes in.
Set up data protection, procurement, and invoicing once and use them for every conference
In many institutions, every department introduces its own tool. This is exactly where repetitive data protection audits, multiple procurement processes, and inconsistent invoicing originate. With Converia, you can manage any number of conferences in one system – from small symposia to multi-day annual congresses. You set up data protection, procurement, accounting, and access rights not for each individual event, but as a standard that all conferences follow.
Manage everything through this single system:
Operations in a European data center, ISO 27001 certified
GDPR-compliant data processing with a data processing agreement and defined deletion periods, approved once for all conferences
Integration with university accounts via LDAP and single sign-on via Shibboleth, eliminating the need for separate logins for each tool
Configured as a framework agreement for university procurement, valid beyond individual conferences
Automated invoicing in accordance with the German VAT Act (UStG) for institutions or participants, including export to accounting software
Create new conferences from an administrative template that maintains the same data protection, rights, and billing standards
How Converia establishes a compliance standard across your entire institution
Data protection, procurement, and invoicing are no longer obstacles to hosting a conference, but a standard you set once. Converia covers these four pillars for your institution:
ISO 27001 & Hosting in Europe
Converia runs on multiple redundant servers in an ISO 27001-certified European data center—exclusively with European hosting providers, not in EU data centers owned by American companies. This ensures a fixed server location and hosting standard for all conferences.
Data processing agreement and deletion policy
A data processing agreement and defined deletion periods govern the GDPR-compliant processing of participants' personal data. Once the data protection office reviews and approves these, they apply to all conferences in the system—eliminating the need for individual tool assessments.
Permissions system with single sign-on
User groups and access rights can be managed per module and conference; authentication is handled via LDAP or Shibboleth SSO. This allows the central office to maintain an overview while each department manages only its own area.
Framework Agreement for Universities
Converia can be configured as a framework agreement for the entire university or, in exceptional cases, for individual departments such as a university hospital. This allows you to negotiate the standard once, rather than putting every institute through the same procurement process.
What you can manage institution-wide in Converia
At the compliance level—data protection, procurement, accounting, payment processes, and access rights—Converia sets the standard for your entire institution:
German hosting and GDPR
Converia is hosted in European, ISO 27001-certified data centers. Data processing is GDPR-compliant, and all data is encrypted during transmission to protect your conference information.
Data processing agreement and deletion policy
A data processing agreement and defined deletion periods govern the handling of personal data. We provide the necessary data protection documentation directly to your administrative department.
Permissions system with SSO
Define user groups and access rights per module and conference. Authentication is handled via LDAP or Shibboleth SSO, aligning with your university's administrative structure.
Framework agreement for universities
Converia can be procured under a framework agreement for recurring or cross-institutional conferences. For the first conference, the Converia team can handle the setup upon request.
VAT-compliant invoicing
Converia generates VAT-compliant individual, collective, and reverse-charge invoices for institutes or participants—as PDFs on your company letterhead. This ensures all conferences follow the same billing standard.
Payment processing without your own account
Upon request, Converia can manage your conference account through a BaFin-regulated payment partner and settle monthly to your reference account. Your finance department won't need to track individual incoming payments.
Export to accounting
Export invoices and bookings via existing interfaces to DATEV, Sage, and SAP. This ensures your finance department receives documentation for every conference in the same format.
All conferences in one system
Manage any number of conferences under the same standards. Data remains separated for each event and is accessible only to authorized personnel.
Consistent setups from templates
Provide centralized templates with settings for data protection, permissions, and invoicing. Each department starts its event as a copy—maintaining the same standards without carrying over data from other conferences.